Document flow automation: a challenge or a gradual process. Simple steps
Most of us office workers, whether we are top or beginners, think about the ideal balance between the work that is already well known and brought to automatism, and the research of the new. Subjective feelings can be different and that is correct. But in order to understand the general picture, numerous studies were conducted.
"In the long run, it's probably most efficient to work on a strategy that seems to deliver the best results about 80 to 90 percent of the time, and continue to explore the remaining 10 to 20 percent. Google asks its employees to spend 80 percent of the work week on formal work and 20 percent on projects of their own choosing, leading to popular products like AdWords and Gmail." James Clear. Atomic habits
Therefore, if the management or the owner suddenly decides to automate the document flow, then for the employees it will look like 90% of the new compared to 10% of their usual work, cause to a certain extent stress and decrease in efficiency, instead of increasing productivity, and therefore not achieving the planned results.
Our recommendation is to implement automation gradually, step by step.
It is necessary to start with something small and simple, for example, entering counterparties into the register of counterparties. The improvement will be felt immediately. Human nature is wired in such a way that we enjoy order. Therefore, if our list of counterparties is organized, it will gradually increase, it will show our progress and the result of work, it will bring notes of satisfaction.
The second step can be to add document templates to your InstaDoc account. Creating all the documents that the company works with will be a huge challenge, and if you create one document once every five days, then during the year you will automatically automate almost all the documents that you work with.
The third step is to bring the templates to the ideal: if you see an error, you immediately correct it. So, after some time you will not only be able to generate documents, once again viewing them in Word after generation, but immediately after generation, sign with a qualified electronic signature and send them to the counterparty.
So, four simple step-by-step steps to document workflow automation:
- enter counterparties into the register of counterparties;
- make document templates;
- generate documents from your own templates and immediately correct them when detected;
- sign documents after generation and send to the counterparty.
When you automate as much of your life as possible, you can spend your efforts on tasks that machines can't yet do. Every habit we surrender to the power of technology frees up time and energy to move to the next stage of growth. As the mathematician and philosopher Alfred North Whitehead wrote, “Civilization develops by increasing the number of operations we can perform without thinking about them. yAutomation of document flow: a challenge or a gradual process. James Clear Atomic Habits
Automation expert, lawyer
Inna Yanovska
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Date of publication: 19.02.2024